G003--Musician Support Services

The purpose of this solicitation amendment is to provide questions presented and the answers from the Department of Veterans Affairs. The close date of the solicitation remains unchanged.

What is the past award contract number? 36C25020P0109

2) Is there an incumbent in place? There is currently not a contract or incumbent in place.

3) Is there a volunteer musician in place? No there isn t a volunteer for the musician position we are seeking to fill, but the rest of the music team is comprised of volunteers.

4) What are the available instruments at the chapel? Instruments include electric piano, full drum set, bass guitar, organ, percussion set

5) Will remote work be allowed for this contract? The contractor will complete the music selection at the presentation and Power Point slides remotely.

6) What are the COVID-19 protocols? A link to COVID protocols is provided in the solicitation.

7) What organ is being used at the chapel? The pipe organ isn t in use currently. There is a small organ but the electric piano is the one used every Sunday.

Mary Jane Crim

maryjane.crim@va.gov

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Document Type:

Combined Solicitation/Synopsis

Solicitation Number:

36C25021Q0542

Posted Date:

April 2, 2021

Original Response Date:

April 15, 2021 @3PM

Current Response Date:

April 15, 2021 @3PM

Product or Service Code:

G003

Set Aside:

Small Business

NAICS Code:

711130

Contracting Office Address

Department of Veterans Affairs

Network Contracting Office 10

Dayton VA Medical Center

3140 Governor s Place Blvd Suite 210

Kettering, OH 45428

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.

This solicitation is a request for quotations. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-05.

The associated North American Industrial Classification System (NAICS) code for this procurement is 711130, with a small business size standard of $12 million.

Purpose: The Dayton Ohio VA Medical Center is seeking musician to play worship music for the Home Protestant Chapel weekly for the Protestant Church service in consultation with the Chief Chaplain Service/Pastor of Home Protestant Chapel and other team members, in a way that is consistent with the Freedom of Religions, VA Core Values, and mission to support the full ministry at the Dayton Veterans Administration Chaplain Services.

Target Audience: The Musician shall provide pastoral music ministry to all veterans, staff, and family members who choose to attend Protestant Worship Services either in the Home Protestant Chapel, Worship Services in the Chapel building 330, Worship Services in the Community Living Center, and Special events including Hospice and Christmas Eve Program. The target audience consists of veterans who are transported via mobile van from building 330, the community living center, the substance abuse program, the homeless program, the Post Traumatic Stress program, Women s Health Issues, Abortion, Adoption, Custody, Home Care, Mental Health Issues, Hospice, the Veterans Treatment Court of Montgomery County both Federal and County, the Senior Citizens Lions Place 1 and 2 on campus and veterans who may choose to attend the worship services from off campus.

Qualifications: Shall be a graduate of an accredited Seminary, Institution, or music school that taught theology, biblical studies, church history. Shall be able to read and play Contemporary Christian Music with a minimum of five years of experience in this genre. Shall be able to play the piano, keyboards, electric piano, organ and pipe organ. The musician shall have a license to access music from Christian Copyright Licensing International (CCLI).

Examples of educational credentials from accredited music programs include but are not limited to training from:

1. Cedarville University Music Department

2. Wright State University Music Department

3. University of Dayton Music Department

4. Sinclair Community College Music Department

5. United Theological Seminary Masters in Worship

5. Payne Theological Seminary Masters in Theological Studies

6. University of Dayton School of Theology

7. Indiana Wesleyan University Music Education: Vocals, Piano, Band and Orchestra

Relevant experience in one or more of the following examples of supporting programs/ministries:

1. Biblical Studies

2. Church leadership courses

3. Workshops teaching organ, keyboard, piano etc.

4. Continuing education music worship workshops

The contractor shall be proficient in PowerPoint and general computer skills to complete the following:

1. Chooses song list to be approved by the Chaplin

2. Create PowerPoint slides with lyrics each song (required 12 or 14 pt. font)

3. Incorporate the Chaplain s sermon slides into the PowerPoint presentation with all slides in chronological order to complete the entire presentation and send to the Chaplain no later than the day prior to the service.

Frequency of Service: Every Sunday the musician shall provide one 3-hour session between the hours of 9 AM through 12 PM. The Sunday services are held in the Home Protestant Church building 118. On occasion the musician shall provide music for unforeseen events such as funerals, memorial services, holiday celebrations etc. which may be on a weekday and average five per year. The musician shall receive at least 24 hours advance notice of such an event. Typical services for unforeseen events will last 1 hour and will be coordinated between the musician and chief chaplain. Most events will be held on campus at the Dayton Veterans Administration or within 10 miles of the facility. The contract price will include support for up to 8 unforeseen events. Additional events if/as required will require a bi-lateral modification to the contract. The Christmas eve celebration is normally held on December 24th each year for two hours in bldg. 330 lobby. In order to facilitate set-up and preparation for service, the vendor shall arrive 10 minutes early for Sunday and Christmas Eve services and 15 minutes early for unforeseen events. If the musician is unable to attend an event, the vendor is responsible for providing a replacement who shall provide the Power Point slides and attend in his/her place.

Appearance and Conduct: At all times during the performance of this contract, the musician shall present a neat and well-groomed appearance appropriate to the conditions under which the services are being conducted. The musician shall uphold and adhere to the highest standards of personal conduct, morals, and ethics for a professional and must always be conscious of the trusted position they hold and the reputation he/she embodies as a contractor of the Dayton VAMC Chapel Services.

Performance Standards: Timeliness. The vendor shall ensure that a musician is available to support Sunday services and coordinated special events. More than one missed service may result in coordination between the Chaplain and administrative Contracting Specialist via Quality Deficiency Report. The vendor is expected to coordinate as needed to ensure a musician is available and able to provide the services. Any alternate musician must meet the stated qualifications.

Procedure:

The musician will receive the sermon titles via email from Chaplain Service weekly by Thursday and shall develop music for the worship services around the theme of the sermons.

The musician shall choose the music provided and licensed from the Christian Copyright Licensing International (CCLI). The Chaplain shall have final say in all music selection.

The musician shall make sure all music is prepared in the PowerPoint worship presentation to be live on flatscreen televisions weekly via email at least 24 hours prior to practice. The vendor shall have access to their own PowerPoint and ability to transit files to the Chaplain.

The Musician shall coordinate the music other musicians in the Praise Team that play the drums, guitar, percussions, and horns when available.

The musician shall lead the Praise and Worship Team of 5 other individuals in practice and during the worship services. Practice is included in the 3 hours per Sunday.

The musician may take requests on occasion from members of the congregation who would like a song played.

The musician shall be sensitive to not only the music ministry around the church calendar, religious holidays such as Christmas and Easter Sunday but community crisis that may arise such as COVID-19 and caring for the afflicted through music.

The musician does not require access to VA patient records or any VA computer system during the provision of services but will do their best to protect the confidentiality of the veterans during worship service such as prayer requests.

The musician will provide ministry with Integrity and incorporate the ICARE values while performing at the Dayton Veterans Administration.

The Chief of Chaplain Service is the Technical Contracting Officer s Representative and will provide guidance specific to schedule for Sunday services and special events that meet the criteria for these events (priced contract items). Any direction from the VA that impacted the cost of services must be coordinated and approved by a warranted contacting officer in advance to the service being rendered.

Price/Cost Schedule

Period of Performance

Service

Number of Hours

Number of Events (annual)

Total Hours

Cost Per Hour

Total

Base Year

Sunday Services (morning)

3

52

156

Base Year

Christmas Eve Service

2

1

2

Base Year

Unforeseen Events

1

8

8

Total Base

166

Option Year 1

Sunday Services (morning)

3

52

156

Option Year 1

Christmas Eve Service

2

1

2

Option Year 1

Unforeseen Events

1

8

8

Total Option 1

166

Option Year 2

Sunday Services (morning)

3

52

156

Option Year 2

Christmas Eve Service

2

1

2

Option Year 2

Unforeseen Events

1

8

8

Total option 2

166

Option Year 3

Sunday Services (morning)

3

52

156

Option Year 3

Christmas Eve Service

2

1

2

Option Year 3

Unforeseen Events

1

8

8

Total Option 3

166

Option Year 4

Sunday Services (morning)

3

52

156

Option Year 4

Christmas Eve Service

2

1

2

Option Year 4

Unforeseen Events

1

8

8

Total Option 4

166

TOTAL CONTRACT VALUE

Place of Performance:

Dayton VA Medical Center

4100 W. 3rd St.

Dayton, OH 45428-9000

Period of Performance:

Base Year: 5/1/2021 to 4/30/2022

Option Year 1: 5/1/2022 to 4/30/2023

Option Year 2: 5/1/2023 to 4/30/2024

Option Year 3: 5/1/2024 to 4/30/2025

Option Year 4: 5/1/2025 to 4/30/2026

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following contract clauses apply to this acquisition:

FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018)

FAR 52.204-13, System for Award Management Maintenance (OCT 2018)

FAR 52.204-18, Commercial and Government Entity Code Maintenance (JUL 2016)

FAR 52.217-8, Option to Extend Services (NOV 1999)

FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000)

FAR 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) (DEVIATION AUG 2020)

VAAR 852.203-70, Commercial Advertising (MAY 2008)

VAAR 852.219-75, Subcontracting Commitments Monitoring and Compliance (JUL 2018) (DEVIATION)

VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018)

FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (AUG 2018)

The following subparagraphs of FAR 52.212-5 are applicable:

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E. Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kapersky Lab and Other Covered Entities (JUL 2018) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment (AUG 2020) Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015).

(5) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(6) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Public Laws 108-77 and 108-78) (19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

FAR 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015)

FAR 52.219-6, Notice of Total Small Business Set-Aside (MAR 2020) (15 U.S.C. 644)(DEVIATION 2019-01).

FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies (JAN 2020) (E.O. 13126).

FAR 52.222-21, Prohibition of Segregated Facilities (APR 2015)

FAR 52.222-26, Equal Opportunity (SEPT 2016)

FAR 52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014)

FAR 52.222-50, Combating Trafficking in Persons (MAR 2015)

FAR 52.225-13, Restrictions on Certain Foreign Purchases (JUNE 2008)

FAR 52.232-33, Payment by Electronic Funds Transfer System for Award Management (JUL 2013)

(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

N/A

(d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records -- Negotiation.

(1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor's directly pertinent records involving transactions related to this contract.

(2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved.

(3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law.

(e)(1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (e)(1) in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause--

(i) 52.203-13, Contractor Code of Business Ethics and Conduct (OCT 2015) (41 U.S.C. 3509).

(ii) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, or the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(iii) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (JUL 2018) (Section 1634 of Pub. L. 115-91).

(iv) 52.204-25, Prohibition on Contracting for Certain Telecommunication and Video Surveillance Services or Equipment. (AUG 2020) (Section 889(a)(1)(A) of Pub. L. 115-232).

(v) 52.219-8, Utilization of Small Business Concerns (OCT 2018) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds the applicable threshold specified in FAR 19.702(a) on the date of subcontract award, the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities.

(vi) 52.222-21, Prohibition of Segregated Facilities (APR 2015)

(vii) 52.222-26, Equal Opportunity (SEP 2016) (E.O. 11246).

(viii) 52.222-35, Equal Opportunity for Veterans (JUN 2020) (38 U.S.C. 4212).

(ix) 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793).

(x) 52.222-37, Employment Reports on Veterans (JUN 2020) (38 U.S.C. 4212)

(xi) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496). Flow down required in accordance with paragraph (f) of FAR clause 52.222-40.

(xii) 52.222-41, Service Contract Labor Standards (AUG 2018), (41 U.S.C. chapter 67).

(xii) (A) 52.222-50, Combating Trafficking in Persons (OCT 2020) (22 U.S.C. chapter 78 and E.O. 13627).

(B) Alternate I (MAR 2015) of 52.222-50 (22 U.S.C. chapter 78 and E.O. 13627).

(xiv) 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment Requirements (MAY 2014) (41 U.S.C. chapter 67).

(xv) 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services Requirements (MAY 2014) (41 U.S.C. chapter 67).

(xvi) 52.222-54, Employment Eligibility Verification (OCT 2015) (E.O. 12989).

(xvii) 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015).

(xviii) 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017) (E.O. 13706).

(xix) (A) 52.224-3, Privacy Training (JAN 2017) (5 U.S.C. 552a).

(B) Alternate I (JAN 2017) of 52.224-3.

(xx) 52.225-26, Contractors Performing Private Security Functions Outside the United States (OCT 2016) (Section 862, as amended, of the National Defense Authorization Act for Fiscal Year 2008; 10 U.S.C. 2302 Note)

(xxi) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (JUN 2020) (42 U.S.C. 1792). Flow down required in accordance with paragraph (e) of FAR clause 52.226-6.

(xxii) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (FEB 2006) (46 U.S.C. Appx. 1241(b) and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64.

While not required, the Contractor may include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations.

The following solicitation provisions apply to this acquisition:

FAR 52.212-1, Instructions to Offerors Commercial Items (AUG 2018)

FAR 52.204-7, System for Award Management (OCT 2018)

FAR 52.204-16, Commercial and Government Entity Code Reporting (AUG 2020)

FAR 52.212-2, Evaluation Commercial Items (OCT 2014)

FAR 52.212-3, Offerors Representations and Certifications Commercial Items (AUG 2018)

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.

Evaluation: The following will be evaluated utilizing comparative analysis in accordance with FAR Part 13 evaluation procedures. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process. The Contracting Officer may issue a purchase order to other than the lowest priced quoter.

The Government may award a contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotes:

Price

Education

Experience

Technical

Instrumentation little to no missed notes

Song accuracy little to no missed words

Harmony How well he/she harmonizes with the other voices on music team

Proficiency in PowerPoint

The following items shall be submitted with the quote:

Proof of education credentials from an accredited music program

Resume showing:

5 years of experience in the genre of Contemporary Christian

Degree from accredited university in ministry, religious, or music studies

Relevant experience in one or more of the following:

Biblical studies

Church leadership courses

Workshops teaching organ, keyboard, piano, etc.

Continuing education music worship workshops

Sample PowerPoint presentation using 4 out of 5 songs in the presentation song list (12 or 14 pt. font) functional and creative

Completed Price/Cost Schedule with unit and total pricing

1 to 2 past performance references with performance in the last 3 years

All vendors who submit a quote shall attend a presentation. Presentations shall be held April 17 and/or 18th, 2021 at the VAMC Chapel from 2 to 5 PM. The vendor shall follow all Federal social distancing guidelines and shall wear a mask while on Federal property (https://www.whitehouse.gov/briefing-room/presidential-actions/2021/01/20/executive-order-protecting-the-federal-workforce-and-requiring-mask-wearing/). Vendors shall submit a quote package with all required items listed above by solicitation close date and time. The date and time for a presentation will be provided on 4/16/2021. The following songs shall be performed:

Praise:

These are the days of Elijah

Lord, I lift your name on high

Worship:

Here, I am to worship

How, great thou art

Solo: (instruments may accompany)

You Say by Lauren Daigle

This is an open-market combined synopsis/solicitation for services as defined herein.  The government intends to award a purchase order as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes shall include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoter shall list exception(s) and rationale for the exception(s).

Submission shall be received not later than April 15, 2021 at 3 PM to maryjane.crim@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the contract specialist, Mary Jane Crim, at maryjane.crim@va.gov.

Point of Contact

Mary Jane Crim

maryjane.crim@va.gov